Event: Skills Scotland Edinburgh
Your Name: Maya Preston
Email Address:
Company Name: Prospects Events
Persons Responsible on Site: Maya Preston
Contact Number: 01823 362800
Venue: Royal Highland Centre, Edinburgh
Event Dates: 9 November 2017
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D / RISK MATRIX - EVALUATION OF RISKS
CONSEQUENCE or SEVERITY
X / 1 / 2 / 3 / 4 / 5
Almost Certain / 5 / 5 / 10 / 15 / 20 / 25
Highly Likely / 4 / 4 / 8 / 12 / 16 / 20
Likely / 3 / 3 / 6 / 9 / 12 / 15
Unlikely / 2 / 2 / 4 / 6 / 8 / 10
Extremely Improbable / 1 / 1 / 2 / 3 / 4 / 5
Minimal / Minor Injury / 3 Day + Injury / Serious or Major Injury / Severe
/ THOSE AT RISK / KEY
Own Staff / OWN
Venue Staff / VEN
Exhibitors / EXH
Visitors / Public / VS
Contractors / CON
All persons onsite / AOS
HAZARD / APPLICABLE / WHO MIGHT BE
HARMED / RISK LEVEL / CONTROL MEASURES / NEW RISK LEVEL
BUILD UP AND BREAK DOWN
Manual handling of equipment / ü / OWN,VEN,EXH,CON / 3 / · Porters employed to assist organisers and exhibitors to unload/load
· Porters fully briefed and given manual handling brief
· Instructions and trolleys for their use
· Organisers given manual handling instructions / 2
Housekeeping / ü / OWN, VEN, EXH, CON / 6 / · Events team patrolling exhibition floor at all times and will monitor aisles and gangways
· Any exhibitors/contractors obstructing will be advised to move equipment
· Cleaners on site to keep event free from rubbish
· Exhibitors advised to remain within stand boundary
· Layout of stands to ensure good flow of movement / 4
Vehicle movement / ü / OWN, VEN, EXH, CON / 9 / · Traffic marshals in place to manage traffic
· Vehicular displays supervised upon entry to hall and subject to venue regulations
· Clear build up and breakdown access procedures given to all exhibitors, once unloaded/loaded vehicles moved to avoid overcrowding
· Separate times allocated for contractor and exhibitor build up / 3
Slips, trips and falls / ü / OWN, VEN, EXH, CON / 6 / · Events team will be advised to monitor slip hazards and eliminate whilst walking around the event
· New carpet will be laid by professional contractors in the exhibition hall
· All exhibition stands on ground floor
· Cleaners on site throughout event
· Large load in doors used for access
· Professional contractors used for stand and electric build up and breakdown, risk assessments, insurance and health and safety info obtained from each / 4
Equipment
E.g. electric shock, cutting, crushing, entanglement etc. / ü / OWN, VEN, EXH, CON / 6 / · All events team to be trained on how to use any office equipment
· All exhibition kit PAT tested
· Professional contractors used for stand and electrics build up and breakdown, risk assessments, insurance and health and safety info obtained from each / 3
Welfare requirements / ü / OWN, VEN, EXH, CON / 6 / · First aid staff on duty to cover emergencies and first aid cover throughout the open hours of the event
· Venue to ensure access to toilet facilities and adequate heat and light provisions
· Organisers to have outside communication in case of Emergency / 3
OPEN DAYS
Manual handling of equipment / ü / AOS / 3 / · Storage room used within event
· Restricted movement of goods during open hours
· Dedicated porters available for moving of equipment right up until open period
· Access to and use of trolleys by Porters and Events team / 2
Stress / ü / OWN, EXH. VS / 2 / · All event and temporary staff briefed on all logistical elements of the event
· Rota in place with regular breaks
· Security personnel on site to deal with any incidents
· Food and drink arrangements in place for the event
· Exhibitors advised on all catering arrangements / 1
Slips, trips and falls / ü / AOS / 4 / · Cables taped down
· No contractor work during open hours
· Storage room for use by exhibitors available
· Efficient layout and plan of stands to ensure good visitor flow
· Security/stewards in place in key areas of the event
· First aid personnel on duty throughout open period
· Dedicated cleaning monitoring all areas of the event during open period
· Standby contractors in place / 2
In and out,
access and egress / ü / AOS / 6 / · Dedicated reception staff to monitor entrance and exit
· Group visits to sign in and out to monitor numbers in hall
· Exhibitors to wear badges for identification / 3
Fire / Electricity / ü / AOS / 8 / · Advise exhibitors not to overload power sockets
· Advise exhibitors that their equipment should be PAT tested
· All event and temporary staff briefed on evacuation procedures, including layout of the event and assembly points
· Exhibitors given evacuation and emergency procedures within their welcome pack
· Standby electrician available during open hours
· Any vehicles displayed to be empty of fuel
· All event team in radio contact in case of emergency and PA to communicate important information
· Fire exit by stand 76 agreed with venue to cover, to prevent visitors accessing out of bound area (Venue confirmed that there are still enough useable exits available in hall). / 4
Materials / Substances / ü / AOS / 6 / · Ensure all substances, if applicable are locked in a secure area / 3
Exhibitor activity including demonstrations and activities / ü / AOS / 3 / · Own build stands to submit drawings/stand plans for approval
· Individual liaison with own build contractors via the organisers
· Individual risk assessments undertaken by exhibitors for any activity/demo
· Detailed exhibitor manual circulated to all exhibitors / 1
Group visits involving multiple groups of young people that may result in crushing/panic/injury / ü / AOS / 6 / · Group visits scheduled on a timetable
throughout the open days
· Security/stewards employed and all staff briefed to monitor behaviour
· Group leaders issued clear guidelines and health and safety and evacuation procedures
· Teachers identified by badges and requested to Supervise at all times
· Help desk staffed at all times / 4
Disabled persons or special requirements
/ ü / AOS / 6 / · Venue is fully accessible to any persons withphysical or learning disabilities
· Staff to be full briefed on facilities available
· Visitors encouraged to contact us in advance with any special requirements / 4
Signed:
Print Name: Maya Preston Date: 25 April 2016